Use eVA Purchasing

Transition to New eVA

The Department of General Services (DGS) launched the New eVA platform on November 1 and we have officially transitioned. We have also created a Notes on New eVA document which highlights some of the updates you will see in new eVA.

As with any new system, there are several known issues that we want to make you aware of. Please do not report any issues to eVA as we are already communicating with DGS on a resolution. Should you discover additional issues not listed below, please email evaadmin@gmu.edu.

Known Issues – Ongoing

  • Send Vendors a copy of the Purchase Order (PO). Currently, vendors are sporadically receiving orders electronically. Even if you receive confirmation the vendor received the order, please follow up to make sure the order is received and not duplicated. Do not send a copy of the Purchase Requisition (REQ) as this is not a finalized document.
  • Ship To Address. Currently all orders are displaying “A247” Mason’s eVA Agency number in front of the street number on second line. If possible, please mark out and/or inform your vendors of this system error to ensure items are received.  
  • Change Orders to converted POs. Do not attempt to create a change order on a converted PO. Please create a new REQ and close the old/converted PO encumbrance in Banner.
  • Do not Copy/Duplicate converted REQs. The approval workflow in eVA is not routing correctly for copy/duplicate orders.
  • Deliver To Contact name not printing on POs. If you need to send a vendor a copy of the PO, include the Deliver to Contact in communication as it is not currently appearing on the printed/PDF version of the POs.

Please review the Notes on New eVA which highlights some of the changes that users may encounter with the new eVA platform.

The video above provides a walkthrough of the new eVA interface, how to add a P-Card and a demonstration of Catalog and Non-Catalog ordering.

What is eVA?

eVA is the web-based marketplace that supports the Commonwealth’s decentralized purchasing environment. This application allows items to be purchased through an integrated web-based “Punch-Out” catalog or ordered as “Non-Catalog items” identified in a vendor’s independent online or paper catalog. Orders are submitted electronically to a number of registered vendors. If the vendor does not accept electronic orders, the purchaser must coordinate with the vendor on the best avenue for order submission. 

Most purchases will need to be procured directly through eVA or recorded in eVA through the P-Card Allocation process. A fee is assessed to each transaction in eVA and charged to Mason and/or the vendor by the Commonwealth. Mason pays these fees centrally. Some purchases are exempt from eVA submission and other purchases require eVA submission but are exempt from the associated fees. Refer to the eVA Exemption Guide for proper categorization. 

Access to eVA

New users must submit an eVA Access Form and should complete the on-demand access based training in MasonLEAPS before gaining access. 

Use a P-Card in eVA

A P-Card may be used to place orders with eVA vendors who accept it as a form of payment. The P-Card is the preferred payment method since it reduces paperwork and expedites payment to the vendor. Once a P-Card payment is processed in eVA, the purchaser must allocate the transaction in the Bank of America Works system to complete the process.  

Orders under $5,000 may be placed directly on the vendor’s website using the P-Card. Instructions on allocating P-Card transactions are available on the P-Cardholder Quick Guide.